WorldShare Acquisitions release notes, March 2025

Administrative actions

These items require immediate action or decisions.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Cash Balance and Total Cash Balance

You can now display two new columns in the budget table, Cash Balance and Total Cash Balance. Cash balance is the amount on a fund minus any expenditures. Total Cash Balance is the sum of the Cash Balance on all child funds and their parent fund.

To use cash balance and total cash balance:

1. Go to Budgets > Select a Budget > Edit
2. The new columns are hidden by default.  Click the wheel icon to open the "Show Columns" menu.  "Cash Balance" and "Total Cash Balance" will appear as options to select:
   
3. Once selected, the Cash Balance and Total Cash Balance columns will be visible in the Budget table:
   

Prevent Over-expenditure

You will now receive a warning if the Cash Balance of a fund is negative when you click either "Pay" or "Mark as Ready" on an invoice. This serves as an additional check to prevent over-expending a fund. Previously, users were not warned if a fund's balance went negative due to over-expending. Now, when you mark an invoice as ready or pay it, a warning dialog will appear if the fund is being over-expended. Users can then choose to proceed with the payment or modify the invoice to use additional or different funds.

Benefits:

• Better financial oversight with real-time cash balance tracking.
• Simplified financial planning with a consolidated view of total cash balances.
• Proactive management of funds with timely warnings for over-expenditures.

To use Prevent Over-expenditure:

1. Go to the invoice
   
   
   
2. Click the Pay or Mark as Ready
   
   
    
3. If the Total Cash Balance will be over-expended, you will encounter a warning allowing them to continue or cancel. The warning contains a table that summarizes the fund being over-expended, including the Fund Name, Fund Code, Cash Balance, Amount Expended with the current Invoice, and New Cash Balance.  
   
   
   
   
   

The dialog serves as a warning instead of a block, so you may proceed with paying the invoice or marking the invoice as ready to be paid even if the fund is being over-expended.

Dates in the invoice APIs

Now the dates in the invoice APIs are in yyyy-MM-dd format, and timestamps in yyyy-MM-ddThh:mm:ss.SSSZ. Before, the date format was the number of seconds since Jan 1, 1970

Deprecating the XML, ATOM+XML, and ATOM+JSON versions of the following endpoints

• Orders
• Order items
• Copies
• Invoices
• Invoice items
• Budgets
• Funds
• Vendors

Support website(s)

Support information for this product and related products can be found at:

• WorldShare Acquisitions
• Contact OCLC Support
• OCLC Community Center
• Browser compatibility chart